(a) Mileage Reimbursement. The allowance for reimbursement of miles traveled in an employee’s personal vehicle while on City business is twenty-four cents ($.24) per mile. Only those miles actually traveled in the performance of City business will be reimbursed upon proper completion of a travel expense requisition form.
(b) Meal Allowance. Meals will be reimbursed in the following manner:
(1) The maximum allowance for meals with a receipt showing the amount paid for each meal will be five dollars ($5.00) for breakfast; seven dollars ($7.00) for lunch; and twelve dollars ($12.00) for dinner.
(2) Meals that are provided as part of conference and registration fees cannot be claimed as an expense. In order to be reimbursed for any meals, employees must be on authorized travel status during the normal time for the meal. On the day of travel, employees must begin travel before 7:00 a.m. in order to qualify for the breakfast allowance; travel must begin before 11:00 a.m. and end by 2:30 p.m. for a lunch allowance; and before 3:30 p.m. and end by 6:30 p.m. for the dinner allowance. Days in between travel days automatically qualify for reimbursement for all meals. Meals provided as part of a registration fee cannot be claimed for reimbursement.
(c) Meetings. Meetings in which meals are served, will be reimbursed for the total amount upon presentation of a completed receipt from the sponsoring organization or restaurant of the meeting.
(d) Lodging. The applicable governmental rate for the hotel/motel will be reimbursed upon receipt. In many instances, this cost can be prepaid by the City with sufficient prior notice. In no case will a reimbursement be made for State taxes paid by an employee. The City is exempt from such tax and it is the responsibility of the traveling employee to obtain an exemption certificate from the Mayor's office.
(e) Parking. Amounts paid for occasional or overnight parking will be reimbursed in full upon presentation of a receipt from the parking lot, garage, or hotel.
(f) Airfare. Airfare expense will only be allowable upon prior approval of the Safety- Service Director. Airfare will be reimbursed for the least expensive fare available. Any alterations in flight accommodations will be borne by the employee. It is highly recommended that this expense be prepaid by the City.
(g) Miscellaneous Expenses.
(1) The following expenses are allowable with a receipt:
A. Taxi service.
B. Phone calls that pertain to City business only.
C. Office supplies or materials needed in connection with City business.
D. Any other expenses, with a receipt, deemed appropriate by the City Auditor.
(2) The following expenses are not allowable under any circumstances:
A. Personal phone calls.
B. Tips and gratuity.
C. Alcoholic beverages.
D. Gifts.
E. Laundry service (exception: for lengthy travel, prior approval required.)
F. Meals for family members accompanying employee.
G. Accommodations for family members.
(h) All travel must receive prior approval by the department head and the Service- Safety Director. Reimbursement for any expense will not be made without a receipt. If you should have any questions regarding this policy, they should be answered prior to travel and before the expense is incurred.
(Ord. 89-57. Passed 7-25-89.)